TPP InfoBot Policies & Terms
Acceptable Use Policy
Effective date: 18 March 2026
This Acceptable Use Policy (“Policy”) sets out the rules governing the use of The Phoenix Partnership (Leeds) Ltd’s (“TPP”) Training Chatbot, TPP InfoBot (“Chatbot”). The Chatbot is provided to assist users with training and general guidance regarding SystmOne software and applications designed and developed by TPP.
By using the Chatbot, you agree to comply with this Policy. If you do not agree with this Policy then you should not use the Chatbot.
1. Permitted Use
The Chatbot may be used only for legitimate purposes related to:
- learning how to use SystmOne software and associated applications.
- obtaining general training or guidance
- troubleshooting common usage questions
- exploring product features and workflows
Users must ensure their use of the Chatbot is lawful, responsible, and consistent with this Policy and the Terms of Use.
2. Prohibited Information
Users must not submit, upload, or share the following information through the Chatbot:
Personal Data
Information relating to an identifiable individual, including but not limited to:
- names
- email addresses
- phone numbers
- account identifiers
- addresses
- employee or customer information
Sensitive Personal Data
Including but not limited to:
- health or medical information
- financial information
- government identifiers
Confidential or Proprietary Information
Users must not submit:
- confidential business information
- trade secrets
- non-public financial information
- security credentials
- passwords or API keys
- internal company documentation not intended for disclosure
3. Prohibited Activities
Users must not use the Chatbot to:
- violate any applicable laws or regulations
- attempt to gain unauthorised access to systems or data
- generate malicious, deceptive, or harmful content
- harass, threaten, or abuse others
- distribute spam or unsolicited communications
- test, probe, or exploit vulnerabilities in the system
- attempt to reverse engineer, extract training data, or bypass safeguards
- generate instructions for illegal activities
4. Responsible Use
Users must:
- use the Chatbot in accordance with the Terms of Use
- use the Chatbot only for training and informational purposes
- verify important information independently
- ensure that their queries do not include restricted information
- comply with their organisation’s internal policies regarding data handling
- comply with the Chatbot’s rate and usage limits
5. Monitoring and Enforcement
TPP may monitor use of the Chatbot for purposes such as:
- improving system performance and accuracy
- monitoring misuse
- troubleshooting technical issues
- debugging and service maintenance
- training or evaluating AI systems
If a user violates this Policy, TPP may take action including:
- restricting or suspending access to the Chatbot
- investigating the misuse
- taking additional action where required by law or contract
6. Reporting Misuse
If you believe the Chatbot is being used in violation of this Policy, please report it to:
The Phoenix Partnership (Leeds) Ltd (“TPP”)
7. Policy Updates
TPP may update this Policy from time to time. Continued use of the Chatbot following any updates constitutes acceptance of the revised Policy.
Privacy Policy
Last updated: 12 March 2026
1. Introduction
This Privacy Policy explains how we, The Phoenix Partnership (Leeds) Ltd (“TPP”), collect, use, and protect data when you use TPP InfoBot, our AI Chatbot (“Chatbot”), that provides training and support relating to our software, SystmOne and associated applications designed and developed by TPP (“Services”).
We are committed to protecting your privacy and handling your personal data in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
In order to provide you with the Chatbot, TPP uses an AI agent builder to provide the Services to you, Chatbase. Chatbase uses sub-processors based in the United States to process the data entered by you into the Chatbot. Any processing will take place in accordance with the Chatbase Privacy Policy. Please see https://www.chatbase.co/legal/privacy
By using the Chatbot, you also acknowledge that your interactions may be processed by us as described in this policy.
2. Purpose of the Chatbot
This Chatbot is provided solely for the purpose of delivering training and guidance relating to our software products.
The Chatbot is not intended to collect, process, or store personal data.
Users must only submit general software-related questions and must not include any personal or confidential information.
3. Prohibited Information
Users must not submit any personal data or sensitive information through the Chatbot.
This includes, but is not limited to:
- personal information relating to identifiable individuals (such as names, phone numbers, email addresses etc)
- customer or employee records
- health or medical information
- financial data
- authentication credentials (passwords, API keys, tokens)
- confidential business or security information
If such information is submitted, you do so at your own risk and it is considered unauthorised use of the Chatbot.
4. Limited Processing of Chat Inputs
The Chatbot processes user prompts in order to generate responses. These prompts may be temporarily processed by automated systems to provide the requested training guidance.
The service is designed to operate without requiring personal data.
Where a user nonetheless submits personal data in violation of this policy:
- such data is not intentionally collected
- we do not seek to identify individuals
- we do not use such data for any purpose
- we may delete or anonymise such information where reasonably practicable
5. What Data We Collect
When you use the AI Chatbot, we may collect and process the following types of data:
Information you provide
- Messages and prompts you submit to the Chatbot
- Any information you choose to include in those messages
Technical information
- IP address
- Browser type and device information
- Date and time of interactions
- System logs relating to Chatbot usage
Usage information
- Chat history
- Interaction patterns used to improve the Chatbot
This information is used solely for system administration, security and service reliability.
We do not intentionally collect special category or sensitive personal data through the Chatbot.
6. Important: Do Not Submit Sensitive Data
The Chatbot is intended solely for software training and support purposes.
You must not submit any Prohibited Information.
Any information submitted to the Chatbot may be stored and processed as described in this policy.
7. How We Use Your Data
We use Chatbot interaction data to:
- Provide responses and training assistance through the Chatbot
- Maintain and operate the Chatbot service
- Improve the accuracy and quality of responses
- Monitor system performance and security
- Investigate misuse or technical issues
Where possible, we aim to use aggregated or anonymised data for improvement purposes.
8. Legal Basis for Processing
We process personal data under the following legal bases:
Legitimate Interests
To operate, maintain, and improve our AI training services.
Contractual Necessity
Where Chatbot access forms part of the services provided to your organisation.
9. Data Storage and Processing
Chatbot interaction data is stored on servers located in the United Kingdom.
Some automated processing may be performed using infrastructure located in the United States in order to generate Chatbot responses.
The service is configured so that personal data should not be required and is not intentionally processed.
Where personal data is transferred outside the UK, we ensure appropriate safeguards are in place, including:
- UK International Data Transfer Agreements (IDTAs), or
- UK Addendum to EU Standard Contractual Clauses.
These safeguards are designed to ensure that your data remains protected to standards equivalent to those required under UK data protection law.
10. Data Retention
We retain Chatbot interaction data only for as long as necessary to:
- operate and improve the Chatbot service
- maintain security and audit logs
- comply with legal obligations
Chat transcripts may be periodically deleted or anonymised as part of our data management processes.
11. Data Sharing
We may share data with trusted service providers who assist us in operating the Chatbot service, such as:
- cloud hosting providers
- AI processing providers
- technical infrastructure providers
These providers process data only on our instructions and are subject to contractual confidentiality and data protection obligations.
We do not sell personal data.
12. User Responsibility
Users are responsible for ensuring that they do not submit personal data or confidential information when using the Chatbot.
By using the Chatbot, users agree that:
- they will not submit personal data
- they will not submit confidential information
- they will only use the Chatbot for general software training purposes
- they will act in accordance with the Terms of Use and the Acceptable Use Policy
13. Security
We implement reasonable technical and organisational measures to protect the Chatbot service and associated systems.
However, users should assume that any information entered into the Chatbot may be processed by automated systems, and therefore should not submit sensitive or personal information.
14. Your Data Protection Rights
Under UK data protection law, you may have the right to:
- request access to personal data we hold about you
- request correction of inaccurate data
- request deletion of personal data
- object to certain types of processing
- request restriction of processing
Requests may be made by contacting us using the details in this policy.
15. Changes to This Policy
We may update this Privacy Policy from time to time to reflect changes in technology, law, or our services.
16. Contact
If you have questions about this policy, please contact:
The Phoenix Partnership (Leeds) Ltd (“TPP”)
You also have the right to lodge a complaint with the UK Information Commissioner’s Office (ICO) if you believe your data protection rights have been violated.
Terms of Use
Last updated: 18March 2026
These Terms of Use (“Terms”) govern your access to and use of The Phoenix Partnership (Leeds) Ltd (“TPP”) Training Chatbot, TPP InfoBot (“Chatbot”). By using the Chatbot, you agree to these Terms. If you do not agree with these Terms, you must not use the Chatbot.
1. Purpose of the Chatbot
The Chatbot is an AI-powered automated tool designed to provide general guidance and training information regarding the use of SystmOne software and applications designed and developed by TPP.
The Chatbot:
- is intended for informational and training purposes only
- does not provide professional, legal, or technical advice
- may produce responses that are incomplete, inaccurate, or outdated
Users remain responsible for evaluating and validating all information provided by the Chatbot.
2. AI System Limitations
The Chatbot uses machine learning and automated language models to generate responses.
While TPP aims to provide helpful information, due to the nature of AI systems:
- responses may contain errors, omissions, or inaccuracies
- the Chatbot may generate plausible but incorrect information (“hallucinations”)
- responses may be incomplete, outdated, or inappropriate for a specific use case
- the Chatbot may misinterpret user queries
- the Chatbot may be unable to fully understand the context.
Users must independently verify all outputs before relying on them. Human review and judgement remain essential when using AI generated information.
3. No Sensitive or Personal Data
You must not submit or enter any personal data or sensitive information into the Chatbot.
This includes, but is not limited to:
- personal information relating to identifiable individuals (such as names, phone numbers, email addresses etc.)
- customer or employee records
- health or medical information
- financial data
- authentication credentials (passwords, API keys, tokens)
- confidential business or security information
If you submit such information, you do so at your own risk.
TPP does not accept responsibility or liability for personal or sensitive data entered into the Chatbot by users.
4. Responsible Use
Users must use the Chatbot responsibly and must not:
- use the Chatbot for unlawful purposes
- attempt to reverse engineer or extract model data
- probe or test system vulnerabilities
- generate harmful, abusive, or misleading content
- attempt to bypass system safeguards
- submit malicious prompts designed to manipulate the AI system
- use the Chatbot in conjunction with Robotic Process Automation (RPA)
Users must comply with the TPP chatbot Acceptable Use Policy.
TPP may monitor usage to detect misuse.
TPP reserves the right to suspend or restrict access if misuse is detected or access poses a security, legal or other risk.
5. No Automated Decision-Making
The Chatbot is not designed to support or perform automated decision-making.
Users must not rely on the Chatbot to make decisions relating to:
- health and care of patients
- legal compliance
- financial decisions
- security configurations
- operational or safety-critical environments
Any decisions based on Chatbot Outputs remain solely the responsibility of the user.
6. Accuracy and Availability
The Chatbot is provided “as is” and on an “as available” basis and availability or uninterrupted access is not guaranteed.
TPP does not guarantee the accuracy, reliability, or completeness of responses.
7. User Responsibility
You are responsible for:
- evaluating the accuracy and relevance of the Chatbot’s responses
- ensuring compliance with applicable laws and internal policies
- verifying instructions before implementing them in your systems
8. Limitation of Liability
To the fullest extent permitted by law, TPP shall not be liable for any loss or damage arising from or related to:
- reliance on information generated by the Chatbot
- errors, omissions, or inaccuracies in responses
- user submission of personal, confidential, or sensitive information
- service interruptions or unavailability
This includes, without limitation:
- indirect or consequential losses
- loss of data
- loss of profits
- operational disruption
Nothing in these Terms excludes liability where it cannot legally be excluded under applicable law.
9. Indemnification
Users agree to indemnify and hold harmless TPP from any claims, damages, liabilities, or expenses arising from:
- misuse of the Chatbot
- violation of these Terms
- submission of prohibited or unlawful content
- reliance on AI-generated Outputs
10. Data Handling
User inputs and Chatbot responses may be logged for purposes including:
- improving system performance and accuracy
- monitoring misuse
- troubleshooting technical issues
- debugging and service maintenance
- training or evaluating AI systems
You should assume that any information submitted may be stored and reviewed in the United Kingdom.
Do not submit confidential or personal data.
For more information, please see the TPP’s Chatbot Privacy Policy.
11. Changes to the Chatbot
TPP may:
- modify, suspend or discontinue the Chatbot
- update its functionality
- change these Terms
Continued use of the Chatbot after changes constitutes acceptance of the updated Terms.
12. Governing Law
These Terms are governed by the laws of England and Wales, and any disputes shall be subject to the exclusive jurisdiction of the courts of England and Wales.
13. Contact
If you have questions about these Terms, please contact:
The Phoenix Partnership (Leeds) Ltd (“TPP”)